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>> So glad you came to the Stafford's Conference.
My name is Judy Dooley and I work at the Ross School of Business in Executive Education,
and it's my great pleasure to welcome Josh Simon to talk to you today about using Google Drive.
Josh has worked for the University for about five and a half years in the School
of Literature, Science, and Arts.
And he's a network administrator and he's going to share with you some cases
of departments using Google Drive and his own experience.
So, please join me in welcoming Josh.
[ Applause ]
>> Thank you and good morning.
[Inaudible] Using Google Drive: Collaborating Within and Across Departments.
And I'm speaking on behalf of the entire Best Practices and Technology Team,
who helped me put all of this stuff together.
So, what we're going to talk about today, I'm going to give you the VOICES case study,
a little bit of a demo, which is where I think most of the interest is going to be,
and then the second case study, which is something that one of the nurses
on our team took back to her unit and implemented.
So, VOICES of the Staff, for those of you who don't remember,
we're a volunteer based program offering university staff members an opportunity
to share ideas and define the campus community issues that matter most to us.
The members of the VOICES network groups are chosen from the overall pool of applicants
to represent a microcosm of the university staff.
The demographics include things like work area, gender, ethnicity,
length of service, union representation and so on.
Best Practices Technology is one of the teams.
That team is dedicated to learning about the best processes, practices,
and systems across campuses and peer institutions.
The team explores ideas concerning how to integrate those processes and systems
to provide an optimal level of information.
So, what did we do?
First we're going to talk about the problem that we saw, solutions, impacts, and directions.
For those of you who've already seen our poster some of this may look a little familiar.
So, the problem, as we saw it, and unfortunately this is going to sound a little weird,
is the University partnered with Google.
Now the partnership with Google's not the problem.
The problem is that this was confusing to a lot of people.
As part of the partnership everybody at the University -- Ann Arbor, Dearborn, Flint,
Health System, local, not, doesn't matter -- everybody gets this thing called Google Apps.
Well, yes everybody has access to it but what does that really mean?
People weren't sure, especially from the hospital side because there's this sort
of divide between the health system and the academic side.
We're trying to break down that wall.
So they weren't sure if they had access to it.
If they did, how do I log in?
How do I use it?
Why would I even want to?
Why am I doing this?
Why am I getting this change?
Well, historically we're siloed.
It's almost like there's a brick wall between me and you.
You know, my team and your team, maybe they don't talk at all.
So, each of us is sort of working in our own little bubble.
With something like Google Drive we can all collaborate.
Those walls are disappearing.
It is possible for me in one college to work with somebody in another college.
Maybe I'm working with somebody in engineering who's on north campus and I'm on central.
Maybe I'm working on a cross-collaborative team like VOICES where I've got members from,
you know, health system both locally and, you know,
maybe somebody up on front end [inaudible].
Don't have to be in one place.
Don't have to pass the same document around and try to integrate edits later.
We can collaborate.
So, the solution, we wanted to start within VOICES of the staff.
Figured we can't break up the entire University.
It's a little too big for one chomp.
So within VOICES we wanted to develop an initial hierarchy for the various teams.
Each team -- and I'll show you this in the demo -- has a file folder that contains four things.
Agendas, minutes, a resources folder, and a sandbox to play in.
The sandbox is [inaudible] because it's a nice safe space
for the generic you to go in, play around.
And if you break something, who cares, it's a sandbox.
It's a test area.
[Inaudible] evolved this thing called an override process for the health system.
Towards the end of the talk there's the URL that leads to a document,
that provides this thing called an override for those who want health system side.
What that means is Google made a change after the agreement was signed, such that you need
to have access to Google Calendar to have access to certain of the things
that are required for some of Google Apps.
For those of you who don't know the healthy system did not move to go Google Mail
and Google Calendar as part of this [inaudible].
So the override process does a little bit of a hack and tweaks to separate [inaudible]
and [inaudible] so that you can use all of the Google applications.
For those of you on the health system I can talk more about that later.
So given all this stuff we sat down and wrote a how-to guide geared originally
to Voices of the Staff.
It talks about thinks like what browser you should choose and why.
How do you log in?
Understanding what you see once you're logged in, because not everybody's a technologist.
Finding your team's folder and working with things in it.
I think we're pretty successful.
So now, how'd we do?
Generally we improved our efficiency.
We're not sending documents around, we're sending a link.
In fact, Best Practices in Technology has a meeting next week.
Our agenda came out this week.
Its [inaudible] Google our document and, you know, anybody on the team can go in and edit
and use it when you take minutes.
There have been times when, for example, I'm taking minutes and I'm typing away
and somebody else is in the same document correcting my typos [laughter].
I'm trying to keep up with what they're saying and so somebody else is [inaudible].
I'm okay with that.
Also, after the fact, anybody can go in and say, "You know,
it wasn't me that said that, James said that.
Let me change that."
So, it's made the [inaudible] process a lot easier.
Again, that sandbox has a safe learning space for anybody to play around in.
So, in the future we want to get more success stories
out of other VOICES teams and other departments.
Some of you who've already looked at the poster you've seen this sort of left wing here.
That's one of those other departments and what they've done.
We'll talk about that after the demo.
We want to build momentum, increase the adoption of using Google Drive.
And we'll update that document as necessary as things change
because Google [inaudible] things change a little.
So now, switch out to a demonstration real quick.
So if you go to drive.google.com, then eventually get to this page,
assuming you're not logged in, and [inaudible].
So, let me log in.
Sure enough, I'm jss@umich.edu.
Oh look, it's my real login page.
[Inaudible].
For those of you who are on the health system site this is your level one password,
same as usual.
[Inaudible] have a space in front of my name.
That's better.
And this will take you to your Google Drive home page.
In all honesty, mine's not usually quite this clean.
I cleaned it up before the [laughter] session.
>> [Inaudible audience comment].
>> So, specifically I'm going to talk about --
I'm going to go into my VOICES of the Staff folder.
There's my Best Practices & Technology team folder.
We have a resources folder.
I've put together a demo in sandbox.
So, you can do things in a document, like Word.
Just threw a little something together [inaudible].
Just like Microsoft Word you've got all the things, you know, bullet lists,
numbered lists, formatting, headings.
Can do most things in Google Drive in the docs that you can in Microsoft products.
Not quite everything.
[Inaudible].
You've got spreadsheets.
And you want to track what's going on in your department, what degrees people have
and what their major of concentration was.
The only reason I don't like [inaudible].
That's better.
Oh wait, Diane's not in History; she's got a BA in Romance Languages.
Your changes are saved automatically.
See up here, all changes saved in Drive.
Every change you make is automatically saved.
There's also a revision history kept.
So, if somebody changes something you can find [inaudible].
There's also the equivalent of PowerPoint.
Some of you may find this looking a little familiar, [inaudible].
It's not going to work with [inaudible].
Everyone [inaudible].
One of the things people seem to have the most trouble with, which I find ironic is searching
to find the document they're looking for.
Google started as a search company [laughter].
So, there are a few ways to find things.
But what I use most often on my own computers, I have to admit there's a lazy hack, [inaudible]
and say, "Oh, I'm looking for the 11-12 Minutes."
And, you know, scroll down until I find what I'm looking for.
Problem is this isn't one of my computers so that doesn't do me a lot of good.
If I know where in the tree it is I can navigate to it.
For example, I have this College of Literature, Science, and Arts IT Department and, you know,
happens to be [inaudible] where's my team?
[Inaudible] data center, so there's that.
I'm actually on the infrastructure team.
Here's where my team space is.
I'm the Linux Group and here's their team.
Now I want to talk about my agendas and minutes and here's the thing --
you know, here's the template for our next meeting.
Gee, there's not a lot there because we don't have an agenda yet.
It's later in the month.
But hey, we're all set.
If I don't know where that is, there are another couple of tricks.
There's this little [inaudible] share with me.
Here's everything that everybody shared with him.
And it's usually sorted in the most to least recent.
So the most recent thing was Claudette shared with me November agenda
for Best Practices and Technology.
There's also the concept of starred.
You can star, put a star next to any document you think is important
and then go to your starred items.
And sure enough, it's there.
[Inaudible] that one.
There's also the recent, what have you touched most recently.
[Inaudible] these are the four documents I've just opened.
[Inaudible].
Some other options, if you want to look
at what you may have thrown away, trash is occasionally useful.
Of course, there's the search bar.
So, if I wanted to look for minutes, there are all the documents
that have minutes as part of the title.
In terms of sharing, because you can't collaborate if you don't share.
Right click, you go to share function.
This particular document is "private."
Only the people in groups listed below have access.
I own it and the VOICES staff, Ann and Connie, Voices of the Staff,
and a couple of others have edit rights.
So if you're not in Voices of the Staff or Connie, or Ann [inaudible],
you don't know that this thing exists.
That's probably not what I want.
So, we change.
And here are the big options.
Private's that one we're just talking about, you can limit who has access.
One example is [inaudible] might want to look at that, only to the researchers
and their assistants who are working on [inaudible].
You don't want everybody else to know [inaudible].
You can share it to anybody at the University who has a link.
It is now your responsibility if somebody's working on the document to get them that link.
You can share it with anybody at the University.
They'll be able to search and find it.
Right in the search bar that's [inaudible] at the top of the screen.
If it's just shared with people with the link it won't show up in those searches.
That's intentional, if confusing.
Maybe you're collaborating with somebody outside the University.
You can share it with them too.
Anybody with the link can get to it.
You can make it public on the web.
Anybody at all, don't need to sign in, don't need to be associated
with this or any other university.
That's not what I want for this.
I just want everybody at the University to have access [inaudible] sandbox [inaudible].
So, anyone within the University can view.
If I want them to be able to do anything I'd make them can edit.
Hint, I don't want that.
Save my changes.
Now who has access?
Oh, people at University can find and view.
So for those of you who have laptops or tablets and are plugged
in if you want to log in to Google Drive.
Book Four.
And go in Sandbox and you'll probably find this folder.
Once you're in you can pretty much do -- assume [inaudible] edit too much to anything.
We do ask, specifically on VOICES teams, that you not delete things and not try
to move things around outside of your folder.
It's possible, for example, for you to take this example spreadsheet
and move it completely out of the Voices hierarchy.
If I were to do that it would no longer appear to anybody who accesses in this folder.
That's why I won't -- so I'm not going to do it.
Please don't.
Another thing I wanted to point out, and I don't have a slide or a demo
for this specifically, is the compliance piece.
This is of more concern for people on the hospital side, but it also applies
on the academic side to certain researchers.
Please do not put protected health information or social security numbers,
student loan application information, which is [inaudible] regulated.
PCI, or Payment Card Industry information, credit card numbers.
[Inaudible] research [inaudible].
Don't put any of that stuff in Google please.
Safecomputing.umich.edu does have a list of what can and can't,
should and shouldn't go into various storage options.
[Inaudible] do the right thing.
Of course, when you're done, you can sign out.
[Inaudible] I don't want the next [inaudible] my credentials, so I will log out.
So, what did we see?
How to log in.
What's where.
Some ways to search, share.
Oh I didn't show you transferring ownership.
My bad. I can do better [inaudible] some time.
[Inaudible] do this all over again.
[Inaudible] password in the password field and it didn't expose it to everybody.
So transferring ownership.
In sharing, this says that I'm the owner.
Now, maybe I don't want an owner, maybe I want [inaudible] make Ann the owner.
I can make Ann the owner simply by changing her rights to is owner.
But now I have can edit rights.
If I were to click save, Ann Ross would now own this document.
One click cancels, so don't [inaudible] want to make that change.
Sorry Ann.
So, given that we did all this, how does that actually help us?
One of the members of my team, who is unfortunately not here today, Helen McFarland,
is a nurse with the Cardiac Device Clinic Nursing Team.
She is my Best Practices and Technology, still is.
And took these ideas back to her unit and said, "Okay,
we've got access to this Google Drive thing how can I make things better for us?"
So, identify your problem.
They needed to ensure that they were collecting correct, consistent
and complete information for their Paceart database.
It's a database that holds all the information about pacemakers
and implanted cardioverter defibrillators.
Things that keep your heart working.
I tend to think that this stuff's important.
The concerns they had were manufacturer recall or hardware improvements.
Anybody who's got an APNI 123, well guess what,
we've found a way to make it better, runs on less power, smaller.
There's a recall, the battery's going to blow up, we want to get it out of people.
You know, whatever.
I are not a doctor [laughter].
So given these problems what were the solutions that we came up with?
First they used Google Presentations,
so they could teach everybody what their new process was.
How to use this effectively new database.
Used it to develop a quiz to highlight important features, points of the process.
And between Google Forms and Google Spreadsheets they collect the response,
collate the information.
They know who might need additional training or additional help.
She also used this -- Helen wrote a book.
So she's used this to publish the university
with personal experiences, advice and recipients.
So, she took this stuff back to her unit and [inaudible].
How'd they do [laughter]?
Improved efficiency.
They don't have to collate things from multiple sources anymore.
They're saving approximately one person-week a month.
What's more important, they've improved patient safety.
They have more consistent practices across the team.
And it's a lot easier to track device information in the event of recall.
[Inaudible] when.
In the future they're going to be using Google Drive for tracking their meeting minutes
and agendas, both within their team and within other teams.
Specifically, [inaudible] with [inaudible] Pediatric and Adult Electrophysiology.
Plans this thing called the Young ICD Connection Conference.
They're doing [inaudible].
So, a few quick references.
You can learn more about VOICES at voices.umich.edu.
Those [inaudible] are available at u-mich.me [inaudible].
You don't need to write these down, this is
for the stuff [inaudible] post back in the [inaudible] room.
We've got these little bookmarks that have these two URL's on them.
Those will take you to the actual document written for VOICES.
Yes it's specific to VOICES but you can take that
and attach it to your own team or department.
And if you work on the health system side [inaudible] overrides document,
which I flashed to earlier.
That's this.
Take you directly to this.
Tells you what you need to do, who you need to contact
so that you can get that override set up.
[Inaudible] instead of just some of it.
I do seem to have a few minutes for questions.
I don't know if there are ones that are going to [inaudible] or not.
I do see a question in the back.
I don't have anybody else to wander with microphones?
Okay. [Inaudible] no.
So, go ahead and ask please, I'll try and repeat it.
>> [Inaudible audience question]?
>> The question, for those who can't hear, I'm also being recorded by a little device here,
is can you export these things back to programs like Word or Excel?
The short answer is yes.
You may need to do a copy/paste, depending on the nature of the document.
But yes it is possible to get stuff back out of Google.
Question from...
>> What happens if someone shared a document with me and then I deleted it,
does it delete it for that person too?
>> Okay, question is what happens if somebody shares it with me and I delete it.
Does that delete it for everybody?
Yes [laughter].
If they gave you edit rights you have the ability to throw it away.
This is why you teach [inaudible].
Thank you for asking.
Sir?
>> So you mentioned using this for meeting minutes,
people could edit based on what they heard.
Is there a way to lock it down then afterwards so that,
like a month later it's not still being edited?
>> Question is, given that people are taking minutes, is there a way to lock it down,
say a month after the fact, so that it can't be edited anymore.
Short answer is yes.
You may need to make it so that only "you the owner" have edit rights.
That kind of sharing pattern you can turn everybody else who can view instead of can edit.
But yes that's possible.
[Inaudible].
>> Size limit?
>> Size limit.
If you are using the Google format documents, no.
If you are uploading vendor specific formats such as Word, Excel,
PowerPoint, PDF, there is a limit.
I believe it's currently 30GB, maybe 25GB.
Of things that you would own, you can convert and upload so it does not count against you.
Anything that is in Google proprietary formats and drives,
does not count against your size limit.
First lady at the back table first.
Go ahead.
>> [Inaudible audience question]?
>> Why, yes.
>> [Inaudible audience comment].
>> Yes. About a 30-day window.
I'm sorry, the question is, if you noticed
that you deleted some things is there a way to get it back?
And, again, short answer is yes.
[Inaudible].
The person who deleted it would need to go to their trash and sure enough --
at one point I was running the poster passed people.
So here's [inaudible] of an earlier version of the poster.
Actually I don't want to access it so I'm going to go back to the drive.
But to pull it out of the trash you would work with it then
so it's possible to follow up with it.
It's in the person's who deleted it trash.
>> [Inaudible audience question]?
>> Apparently not because I have things in there from July.
Actually I think I deleted that today.
I just edited it in July.
So, I believe its 30 days.
I'm not certain.
>> No, trash has to be manually emptied.
>> The trash in Drive has to be manually emptied?
Thank you.
Trash in Drive has to be manually emptied.
Thank you for the correction.
>> So if its empty right, [inaudible]?
>> Yes, [inaudible].
They track history.
>> [Inaudible audience comment].
>> I'm sorry.
Is there virtual control?
And the short answer is yes.
And we're actually going to go to -- where do I want to go to?
[Inaudible].
I'm not. This was in July [inaudible] our team so we could present the document to other teams.
I don't know the the options.
There it is.
See revision history.
Oh, that's not all interesting [laughter].
I knew I didn't want to retrieve this one because it'd be boring.
Let me find something else.
[Inaudible] Minute Taking Schedule.
I know more than one person has worked on this.
[Inaudible] this is a spreadsheet, not just a document so it's not [inaudible] for override.
Well I made some changes and John made some changes.
So I could go back and say, "Oh, back on this day, what were things like?
Oh that's what it looked like then."
I would restore that revision.
So yes, there is version tracking.
It's fairly simplistic, but it's there.
>> [Inaudible audience question].
>> Correct.
If I were to restore that, that is the version that everybody would see.
So...
>> Can somebody who has edit rights also add additional people, add edit rights,
or is it only the owner of the account?
>> The short answer -- can someone with edit rights
who is not the owner [inaudible] additional people with edit rights?
The short answer is it depends.
[Inaudible].
It depends on how things are set up.
People at university can find and view.
I would invite individuals and give them rights for either editing
or viewing, depending on what I wanted.
If I didn't have the right to edit, I might be able to share depending on some
of the other settings, and there would only be a can view option here.
But there's nothing stopping me from entering the name of anybody.
I couldn't even share this with her.
She's [inaudible] so I'm not going to do that.
You also have the option of notifying them via email or not.
If you do notify them via email it will send a link and an additional message.
If you don't it says so-and-so, "Has shared a document with you," and provides that link.
So if you've got one of those options that say people at the university with the link or anyone
with the link then you know there's no way that they will automatically get a copy
of that link unless you go out of your way to send them one.
>> Josh, remember to repeat the question.
>> Oh, I'm sorry.
>> We're not able to follow the conversation.
>> I'm sorry.
>> Thank you.
>> So the question that I just answered was can somebody share
with edit rights and give them edit rights?
And then the answer is it depends on what those rights are.
So...
>> [Inaudible] you could prevent [inaudible].
>> The comment is if you're the owner you can prevent the other editors
from being able to add people.
That's true.
It's not something we've implemented within our team because we
like to share out that information.
But yes you can [inaudible].
>> What are the disadvantages do you see beyond the ability for other people to look at that?
>> What other disadvantages do I see?
The problem with my answering that question is what might be a disadvantage to me,
might be an advantage to somebody.
So, that one is tricky.
It all depends on what you're avenue of control needs to be.
How tightly do you need to limit or how loosely do you need to expand the ability
of who does the [inaudible] the document.
That then forms the rest of the decisions that go out from there.
Towards the back please.
>> Because we're changing now, restoring files, is there an easy way,
efficient way to upload [inaudible]?
>> Is there an easy way to upload CTools files into Google?
I'm not familiar enough with CTools.
It was implemented after I was a student here.
So, I don't know how to answer that, I'm sorry.
>> I can...
>> Shawn can answer that.
>> Yeah a little bit.
So we're -- CTools, what you can do is now on your attachments,
that you can [inaudible] upload them, whatever Word file document [inaudible].
So for example [inaudible] production in VOICES [inaudible],
we're now [inaudible] for Google Drive site.
So, we're leaving it there for our [inaudible]
but we're downloading it [inaudible], and so forth.
But one thing I noticed is [inaudible].
I don't know if you can still do this, but maybe the way [inaudible] select them all,
download them, and then just upload [inaudible].
>> Is the CTools going to go away?
>> No, not that I'm aware of.
I'm not the CTools expert either, so that's why I said [inaudible].
Technology's changing, the VOICES staff are just seeing huge collaboration efforts
with Google Drive versus CTools.
So that's [inaudible].
>> The last question for the audio here.
Is CTools going away?
The short answer is no [laughter].
We have 100 years -- but yeah, all this is going like, [inaudible] almost certainly
but in the short term, no it's not going away.
>> People shared documents with me when we were just exploring and I don't want those documents
in my folder anymore but I don't want to delete them from their folders.
Is there a way for me to opt-out?
>> Is there a way for you to opt-out of something that's been shared to you?
I'm not entirely sure.
There probably is and there's a way to get it out of My Drive
that doesn't actually delete it for everybody.
I'm not sure what that is off the top of my head.
Go ahead.
>> A solution, a work around that I made for [inaudible] for the last question,
is that I just created a folder called "Old Files" and just anything
that I don't want any more I just throw in that.
>> Okay. [Inaudible].
I think that's a fantastic idea.
A work-around, just create something that's called for example, "Old Files",
and move stuff you don't want to that.
Hides it out of the way.
Shawn?
>> And another work-around.
So we've had staff leave and what we've done is you can, when you select a file,
make a copy of it -- I think IT recommends this, as well.
So make a copy of that file then download it, link the other one,
then you can upload another one, so forth, [inaudible] and so forth.
I think there's some work-arounds for some of that stuff
and somebody let [inaudible] know that.
A download is a copy, maybe it's your work plan or something else.
So, but there is ways still to take over ownership and work around that.
I think IT has some info on their site, as well.
>> So, what do you think, you make a copy and download that and work on that?
>> Yeah.
>> Go ahead.
>> Related to that question, I think it would be more proactive to be able
to identify [inaudible] department.
Is there a way to sort through all the documents that you're the owner
so that you can transfer those before you leave?
>> Is there a way to sort through the things that you're the owner
so that you can transfer them before you leave the university?
Or your manager can transfer them after the fact?
The short answer is yes.
This is a terrible example because I am the owner of all of these but I can sort,
I'm the owner and whether I was the one to last edit or last open.
Let's see who can I pick on?
Let's look at Best Practices and Technology.
So, yeah, you can sort by owner and say, oh I have, for example,
I'll make this up, JT's leaving the university.
Somebody will need to select the documents that he owns and with the appropriate rights
that I don't have change the ownership -- or make copies so that I am the owner so that
when they get deleted when he leaves, three, six, 12 months afterwards,
whenever they run the file [inaudible] it does get taken care of.
[Inaudible].
>> There's quite a powerful search [inaudible].
So for example, if you take that little drive, [inaudible] up at the very top
at the search bar, you can search by who's -- look for a particular owners,
not necessarily just owned by you, but owned by someone else.
And then you can see a listing of their documents.
>> You can use the triangle in the search bar to identify owners.
Search that way.
Thank you.
Go ahead.
>> I just want to ask, is it possible to turn off the automatic saving temporarily if, I mean,
[inaudible] spreadsheet and I don't want it to save that.
>> Is there a way to turn off the automatic saving?
Not that I am aware of.
We have seen it occasionally confuse people if we do that.
We keep our inventory on a spreadsheet.
>> [Inaudible audience comment].
>> Say I wanted to [inaudible] or go back to an old version after [inaudible].
>> Okay.
>> [Inaudible audience comment].
>> Yeah.
>> I was actually going to say, as a work-around [inaudible].
If you download it as an Excel file the --
sometimes you sort within Google Drive you can mess
up you're information [inaudible] in Google Drive.
So, I recommend it when I really play with the sheet and [inaudible].
There's a lot more options in Excel and it's pretty easy to download it
as an Excel file and then you can re-upload.
Or it's just there and you can copy and paste it.
>> Pretty much out of time.
I will be available at the front of the room for additional questions.
Thank you all for your attention and for your commentary and feedback.
Thank you.
[ Applause ]